Administrator/Senior Secretary

Position: Administrator/Senior Secretary
Period of Performance: Long-term (beginning August 2018)
Place of Performance: Ba Dinh District, Hanoi, Vietnam

Project Background:

Nathan Associates Inc. is implementing a USAID project in Vietnam to support the adoption and implementation of a risk management approach to customs, which will facilitate the implementation of the World Trade Organization’s Trade Facilitation Agreement of which both Vietnam and the United States (U.S.) are members. Nathan Associates Inc. will work with The General Department of Vietnam Customs (GDVC) to ensure simplification, harmonization, professionalization, and adoption and implementation of risk management customs approaches at the national and provincial levels to expedite cross-border trade and to enable Vietnam to implement WTO TFA commitments. The Project team will work with the GDVC, private sector and other Government of Vietnam (GVN) agencies to simplify policies and across GVN units, foster stronger linkages between national and provincial levels, and improve coordination and implementation at the provincial level.

Overview:

The Administrator/Senior Secretary will report to the Finance & Operations Director and will oversee administrative support for the Finance & Operations Director, Chief of Party, and Deputy Chief of Party.

Responsibilities and Tasks

The Administrator/Senior Secretary will be responsible for the following:

• Manage the operational functions of the project office in Hanoi and ensure smooth coordination with the project office in Ho Chi Minh City.
• Support the Finance & Operations Director in supervising the Administrative Assistant and drivers.
• Assist with operational subcontracts including leases, vendors and vehicle subcontractors and coordinate to get VAT invoices with the procurement packages.
• Manage the maintenance of project office.
• Enforce project office policies and procedures.
• Work with operations staff to ensure that technical and office supplies procurement needs are met.
• Coordinate with flow of work, business meetings, conferences and events for office, staffs and counterparts.
• Liaise with landlords, vendors and subcontractors.
• Attend weekly group meetings and be acting on behalf of FO Director upon her absence.
• Work with the Accountant to ensure that all compliance requirements for subcontractors and Government authorities are met.
• Oversee and support traveling teams.
• Perform other tasks assigned by the Finance & Operations Director and/or Chief of Party that are consistent with this Scope of Work and the general requirements of the project.

Qualifications:

• University education in a relevant field (Bachelor of Business Administration, Economics, Finance and Accounting, English) with an interest in international development projects;
• 5 years or above of administration management experience, ideally in the NGO sector; USAID funded projects;
• Good knowledge in finance management will be an asset;
• Fluent English in speaking and writing;
• Excellent communication and negotiation skills;
• Demonstrated ability to adapt and be flexible; ready help to start up project will be an asset;
• Possess good time management, analytical, interpersonal and organizational skills and work strategically and effectively in a team;
• Able to handle confidential information appropriately.
• Discretion, trustworthiness, team working, independent, deadline-oriented and proactive.

Reporting:

The Administrator/Senior Secretary will report to the Finance & Operations Director, with a copy to the Chief of Party.

Application Submission:

Interested applicants can submit their CVs/Resumes through https://tinyurl.com/VietnamTFPJobs. The deadline of applications is July 25, 2018 at 6:00 pm Hanoi Time. Only shortlisted candidates will be contacted.

Alternate URL Link:
https://docs.google.com/forms/d/e/1FAIpQLSdV6dIKk-QHqVAMjT1Wf8f2XnT1nlnv...